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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 1859
Database ID: 2481
Record Series Title: Enforcement Files - Routine Legal Actions
Record Series Abstract: Cases referred to enforcement staff from all Water Resources program offices for civil legal action against a respondent who has violated any of the state or federal regulations for which the Division of Water Resources (DWR) has regulatory responsibility. Records vary but may include documents to determine compliance such as transcripts or summaries of informal meetings, site photographs, briefing memos, compliance data reports, final orders, court documents, pleadings, briefs, judgements, liens, and appellate documents. Does not include penalties, as these are paid to Consolidated Fees Unit.
Record Series Active: Yes
Cut Off at End of: Other
If Other, Explain: At the end of each case closure.
Total Retention: 5 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Records are generated in paper and electronic format. New paper files (beginning after RDA approval) are to be scanned for electronic storage, verified, and destroyed immediately upon receipt. Files are to be cut off upon closure or inactivation of case/enforcement action, maintained electronically in agency for 5 years, and then destroyed by state approved methods. Existing paper files are to be maintained in paper format in current filing system for 5 years from the date the case is closed or inactivated, and then destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2486
Record Location: 11th Fl, Wm. R. Snodgrass TN Tower 312 Rosa L. Parks Avenue
File Arrangement: Numeric, by case number
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 2013 to current
Annual Accumulation: 5 cu. ft., 5 GB
Current Volume: 56 cu. ft., 40 GB
Record Value: Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 1
Past Year: 1
2 - 5 Years: 0
Over 5 Years: 0
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: Environmental Protection Agency
Essential Record: No
Essential Record Stored:
Essential Record Media Type:
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 years
Agency Retention - Years Active: 5 years
Agency Retention - Years Inactive:
Records Center Retention Period: none
Final Disposition after Retention Expires: Destroy
Legal Citation: TCA§ 4-5-319
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Oracle Database - Waterlog
IT-ABC Number: BGWFB-3
Hardware Description: Oracle NAS (Networked Attached Storage) managed by STS. Raid 6 system with 40 terrabytes of space. STS Fiber SAN managed by STS. This is the STS mandated storage medium and backed up through Enterprise Backups.
Software Description: Oracle Database Enterprise 11.2.3 NAS mounted and managed through Windows CIFS (Common Internet File System). Oracle Exports and Hot online backups are used to backup the data SAN storage from where it is backed up to the Enterprise backups. Expected to use .doc, .docs, .xls, .xlx, .pdf, and .tif file formats.
System Location: STS Data Center South
Backup Procedures: NAS stores 31 daily snapshots. In addition, full backups are taken monthly with incremental backups taken daily. The monthly backups are stored offsite for 7 years. With both methods considered, we can restore to any of the past 31 days if the file(s) existed during the time of either the snapshot or the backup, to one of the full monthly backups from up to 7 years prior. Oracle Database is run in archive log mode and all redo logs are backed up daily. Hot backup of all data files is done on weekends.
Disaster Recovery: Recovery Procedure: Helpdesk tickets to STS as "Priority 1" can restore file(s) in 2 hours' time if restoring to a point within the past 31 days. If later (as tapes must come from offsite), expected "Priority 1" recovery time is 5 hours. Major Disaster Recovery: STS has a written policy on how to handle major disaster recovery. In summary: order new hardware if required. Receive, configure and verify setup and connectability. Install required software to restore from image files and/or tapes. Inventory media and image files, restore.
Data Migration Description: STS maintains and migrates data according to system updates, upgrades and replacement standards per industry standards. Full procedures are available with the Office of Information Resources.
Metadata Description: Standard New Technology File System (NFTS) metadata. File name must conform to approved TDEC naming convention. Backup metadata is stored in a clustered Microsoft SQL server.
Contact Information
Contact Name: Cordrea Nance
Job Title: Records Officer
Address 1: 10th Fl, Wm. R. Snodgrass TN Tower
Address 2: 312 Rosa L. Parks Avenue
City: Nashville
Zip: 37243
Phone: 615-532-0347
Email: Cordrea.Nance@tn.gov
Agency: Dept. of Environment & Conservation
Agency Head: Shari Meghreblian
Director: Jenny Dodd
Allotment Code: 327.34
Status
Action Requested: Revision
Comments
  Date Comments
Records Management Division (RMD): 01-17-2019 No recommended changes.
Tennessee State Libary and Archives: 02-05-2019 No recommended changes.
Comptroller Audit Review: 2019-01-22 We have reviewed RDA 1859 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 02-05-2019 Thank you.
RMD Director Recomendations: 03-27-2019 RDA 1859 is a request to revise an RDA. The retention period will remain five years and destroy. The format will be paper/electronic. The Title, Abstract, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 1859.
Signed Form Received: 2019-02-27
PRC Meeting Date: 05-22-2019
PRC Comments: PRC approves RDA 1859.
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
431 1859 2015-03-30 Approved
2481 1859 2019-05-22 Approved